Municipal Privacy Desk Free check

Privacy notice

How we handle your personal information

We help public bodies protect personal information, so we hold ourselves to the same standard. This notice says what we collect, why, how long we keep it, where it is stored and who to ask.

Last updated October 13, 2026.

The short version

  • We collect only what you choose to email us.
  • We use it to reply to you and to do the work you ask for. Nothing else.
  • We tell you in writing where your information is stored before any work starts.
  • We keep it only as long as we need it, then delete it.
  • We never sell, rent or trade it, and we never add you to a marketing list.
  • This website has no forms, no cookies, no analytics and no tracking.
  • Questions: email our privacy contact.

Who we are

Municipal Privacy Desk is operated by 1414618 B.C. Ltd., Vancouver, British Columbia. We are responsible for the personal information described in this notice.

Our privacy contact answers every question about this notice. Write to hello@municipalprivacydesk.ca with the subject “Privacy question”.

What we collect, why, and for how long

When you email us

What
Your name, email address, job title and institution, and anything you choose to write or attach.
Why
To reply to you, to prepare what you asked for, and to keep a record of our correspondence.
How long
Up to 12 months after our last exchange, unless we start work together. Then we delete it.
Where
With our email and file storage provider. See Where it is stored.

When you ask for a free readiness check

What
Your institution’s name and who to send the PDF to. We then read your institution’s public web pages. We do not copy personal information from those pages into our notes or the report.
Why
To prepare and send the check.
How long
The PDF and our notes are kept for up to 12 months, then deleted.
Where
With our email and file storage provider. See Where it is stored.

When your institution hires us

What
Contact details of the staff we work with, the documents your institution shares (such as forms, policies and lists of systems), and the documents we prepare. Some of these may contain personal information that your institution controls.
Why
Only to do the work set out in our written agreement, on your institution’s instructions. Your institution stays in control of its information.
How long
Working files that contain your institution’s information are returned or securely deleted within 30 days after the work ends, unless our agreement says otherwise. Business records such as quotes, agreements and invoices are kept for six years after the end of the tax year they relate to, as the Canada Revenue Agency requires.
Where
With our email and file storage provider. See Where it is stored.

When you visit this website

What
We collect nothing. The site has no forms, cookies, analytics, advertising pixels, embedded videos or fonts loaded from other companies.
Hosting
Our web host, Cloudflare, processes technical data such as IP addresses to deliver the pages and protect the site from attacks. We do not use that data to identify visitors.
Where
Cloudflare runs a global network, so this technical data may be processed outside Canada.

Who can see it

  • Only the people working on your request.
  • The certified privacy professional who reviews each pack, under a written confidentiality agreement.
  • The companies that provide our email and file storage, which hold the data for us and may not use it for their own purposes.

We do not sell, rent or trade personal information. We disclose it to anyone else only if the law requires us to.

Where it is stored

Email and files are held by our email and file storage provider, in access-controlled accounts with multi-factor sign-in. That provider may store data outside Canada. Before any paid work starts, we confirm in writing which providers will hold your documents and where. If your institution needs documents kept only in Canada, tell us and we will agree on how before you send anything.

How we protect it

  • Access is limited to the people who need it for your request.
  • Every account uses multi-factor sign-in.
  • Files are encrypted where they are stored.
  • Information you give us for one purpose is never used for another.

Your choices

You can ask us what personal information we hold about you, ask us to correct it, ask us to delete it (unless the law requires us to keep it), or withdraw your consent to any further use. Email our privacy contact. We reply within 30 days.

If something goes wrong

If a breach of our safeguards creates a real risk of significant harm to you, we will tell you as soon as feasible and report it as the law requires. If it involves information your institution controls, we tell your institution right away so it can meet its own duties.

Complaints

Please contact us first and we will try to fix the problem. If you are not satisfied, you can contact the Office of the Information and Privacy Commissioner for British Columbia or the Office of the Privacy Commissioner of Canada.

The laws we follow

As a private company, we follow British Columbia’s Personal Information Protection Act and, where it applies, the federal Personal Information Protection and Electronic Documents Act. MFIPPA applies to your institution, not to us. When we work for an institution, we follow its instructions for the information it controls.

Changes to this notice

If we change this notice, we will post the new version here with a new date.

Last updated October 13, 2026.